OPERATIONS MANUAL - Model T Ford Club of …preparing MTFCA artwork for the printer. 8. Maintains...

THE MODEL T FOR CLUB OF AMERICA OPERATIONS MANUAL / JANUARY 2017

THE MODEL T FORD CLUB OF AMERICA

OPERATIONS MANUAL A COMPREHENSIVE GUIDE

For Officers, Board Members, and Other Officials of the Model T Ford Club of America

and Its Chapters

Prepared and Edited by the Model T Ford Club of America

JANUARY 2017

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THE MODEL T FORD CLUB OF AMERICA OPERATIONS MANUAL / JANUARY 2017

Table of Contents ............................................................................................................... 1

Introduction ....................................................................................................................... 2

Section I Responsibilities and Duties President / Vice President / Secretary ............................................................................... 3 Treasurer / Directors ......................................................................................................... 4 Editor / The Vintage Ford .................................................................................................. 5 Executive Director/Business Manager .............................................................................. 6 Chapter Coordinator / Insurance Coordinator .................................................................. 7

Legislative Issues Coordinator / Publicity Chairperson ..................................................... 8 Nominating Committee / Tour Coordinator ....................................................................... 9 Newsletter Award Chairperson / Website Award Chairperson ....................................... 10

Section II MTFCA Chapters and Affiliates ....................................................................................... 11 General Liability Insurance for Chapters of Model T Club of America ........................... 12

Section III Model T Ford Club of America Museum ........................................................................... 13

Section IV Annual Meetings ........................................................................................................... 14/15 Tour and Membership Meeting Policies and Guidelines.............................................. 16/17 Financing a Tour or Annual Meeting ........................................................................... 18/22 MTFCA Model T Safety Inspection Form ..................................................................... 23/24 Release, Indemnification and Hold Harmless Agreement ............................................... 25

Section V Awards and Brief Biography of Walter Rosenthal Awards ........................................................................................................................... 26/27 Walter Rosenthal / A Brief Biography .......................................................................... 28/29

Section VI Parliamentary Procedure for Small Clubs Principles of Parliamentary Procedure ............................................................................ 30 Making Motions ................................................................................................................. 31 Steps for Conducting A Meeting ....................................................................................... 32

Attachments: NOTE: Do Not Sign or Date either one of these forms until turning in at Registration Desk.

MTFCA Model T Safety Inspection Form Release, Indemnification and Hold Harmless Agreement

MTFCA Bylaws ............................................................................................................... 1/10

TABLE OF CONTENTS

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Introduction The purpose of this manual is to provide chapters and members of the Model T Ford Club of America (MTFCA) with a reference document that will give an overview of the Club’s operations. This manual is divided into sections, as follows:

Responsibilities and Duties MTFCA Chapters and Affiliates General Liability Insurance Museum Annual Meetings Tour and Membership Meeting Policies and Guidelines Awards and Brief Biography of Walter Rosenthal Parliamentary Procedure Bylaws

Section I: Contains the duties and responsibilities of officers, directors, and various committees.

Section II: Details information required to form a chapter or affiliation with the MTFCA and maintaining said relationship. It also describes the benefits of being affiliated with the Club, including participating in the Club’s General Liability Insurance Program.

Section III: Outlines operation and management of the MTFCA Museum.

Section IV: Delineates the requirements and policy guidelines for hosting a MTFCA Tour or Annual Meeting. While this has been prepared for chapters hosting a MTFCA Tour, the information contained herein should be helpful in assisting those hosting a local or regional tour or meeting.

Section V: Sets requirements for MTFCA Awards.

Section VI: The Board of Directors meetings are conducted using Robert’s Rules of Order. Section VI details the parliamentary procedures followed in these meetings and may be used for Chapter meetings.

The last section contains the Bylaws of the Model T Ford Club of America.

Feel free to contact our Business Office or any Director or officer if you have questions.

The Model T Ford Club of America Post Office Box 996 Richmond, Indiana 47375-0996

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President RESPONSIBILITY To coordinate the efforts of the Board of Directors and Officers of the Club.

SPECIFIC DUTIES 1. Preside over all Board of Directors’

meetings and prepare agenda. 2. Prepare updates as needed to the

Board and Officers indicating the condition of the Club, including a financial statement as requested. Opinions of the Board should be solicited and results of assignments should be published in these updates.

3. Agendas for Board Meetings shouldbe prepared and sent to Board members and Officers prior to the meetings. Additional agenda items should be added as necessary based on response from Board Members.

4. Present State of the Club address atAnnual Meeting of the Members. Generally, presides over the MTFCA portion of the meeting.

5. Generally, supervise various officersand coordinators as necessary. Appoints coordinators and committee heads as needed.

IMPORTANT DATES 1. Annual Meetings of the Members —

usually held the first quarter of the year.

2. Board Meetings — usually held at AnnualMeeting and in August to approve budget, elect Officers and receive report of nominating committee Directors’ candidates.

EQUIPMENT NEEDED No specific equipment.

Vice President

RESPONSIBILITY To preside over Club functions, Board Meetings and other activities in the President’s absence.

SPECIFIC DUTIES No specific duties unless President is unable to act or preside.

IMPORTANT DATES See President

EQUIPMENT NEEDED No specific equipment needed.

Secretary RESPONSIBILITY Preform normal duties of the Club Secretary. Includes keeping minutes of all Board meetings, conducting any correspondence with the Club and maintaining Club records.

SPECIFIC DUTIES 1. Attends all Board meetings and records

minutes of Club business. 2. Distributes copies of Board Meetings to all

Board members, Officers, and other designated persons within thirty (30) days of the meeting.

3. Maintains copies of past Minutes of the Boardof Directors.

4. Handles all correspondence with Chapters,other organizations, and individuals as directed by the President and/or Board of Directors. Notice of meetings are sent to Board members within thirty (30) days prior to the meeting per the Club Bylaws (Article X, Section 9) by mail or electronic means.

IMPORTANT DATES Varies depending upon Board Meeting dates.

EQUIPMENT NEEDED Computer and Copy Machine

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Treasurer Directors RESPONSIBILITY

To audit the receipts and expenditures of the funds of the Club and to keep the Board of Directors informed of the Club’s fiscal condition.

SPECIFIC DUTIES 1. Receive income and expenses reports from

the Business Manager as to dailytransactions. These are to be entered inTreasurer’s Records and reviewed.

2. Review the financial statements andreports prior to each Board Meeting.

3. Assist in development of a proposedbudget for each fiscal year to be presentedto the Board as directed by the President.

IMPORTANT DATES Board of Directors’ meetings


RESPONSIBILITY

Each member of the Board of Directors is to assist in guiding the Club and directing its activities in accord with the other Board members and Officers.

SPECIFIC DUTIES 1. Each Board member should attempt to be

present at all Board meetings during their term of office to offer their opinion on matters presented before the Board, and to originate new activities and ideas in which MTFCA members can participate.

2. There are no other specific duties,however; each Board member should be ready to accept the position of an Officer or Coordinator or other function as the President or Board may request.

IMPORTANT DATES All Board of Directors’ Meetings Annual Meetings of the Members


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Editor THE VINTAGE FORD

RESPONSIBILITY To edit, lay out and cause to be published a high quality automobile club magazine devoted to the Model T Ford.

SPECIFIC DUTIES 1) Solicit, collect, edit and write material to be

included in each issue of the magazine. 2) Digitally typeset and layout magazine in final

form ready for printing or as desired by the publisher.

3) Upon completion of an issue, magazine andcover picture are sent electronically or other means to the printer as requested.

4) Printing time runs from two to four weeks.Assures the printer places the magazines in protective covers for mailing The Vintage Ford and delivers them to the mailing service.

5) Assures mailing forms (supplied by post office)a r e filled out for each mailing. In addition to the listing of the various zones, etc., the amount of advertising must be given (in percent) and the weight of each copy indicated. Due to changing requirements and complexities of postal forms, the bulk mail technician at the post office should be contacted for details. Prior to mailing, money must be deposited with the post office(s) involved.

6) The Editor is responsible for obtaining such day today supplies needed to produce the magazine. Purchases of such supplies not to exceed one hundred fifty dollars ($150) are authorized. Original receipts for such expenses will be submitted to the Business Office for reimbursement. Purchase of items/supplies exceeding $150 need Executive Director or Board approval.

IMPORTANT DATES Deadlines for inputs to The Vintage Ford must be received by the editor by the first of the month prior to the current issue (i.e., December 1st for the January/February issue, February 1st for the March/April issue, etc.). Magazine paste-ups must be delivered to the printer along with a cover photo by deadline requested by the printer.

MINIMUM EQUIPMENT NEEDED Computer with modem Software program(s) as required. Printers/Scanner (laser and color) Cameras (digital/film)

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Executive Director/Business Manager RESPONSIBILITY An Executive Director, if named by the Board, is responsible for duties of the Business Manager as directed by the By Laws. The Executive Director and/or Business Manager handles the day-to-day activities of the Club including sales of publications, videos, accessory sales, etc., bank deposits and expenditures, and club inquiries. The Business Manager, if named by the Board, will report to the Executive Director.

SPECIFIC DUTIES 1. Receives all mail directed to Club, takes

action or forwards to proper persons.2. Makes all bank deposits, keeping complete

records and forwards copies of these records tothe Treasurer.

3. Issues all checks for payments and finaldelivery.

4. Handles all renewals and new memberapplications and adds them to mailing list,files, etc. This includes acknowledging newmembers, address changes, etc.

5. Electronically sends labels to mailing servicefor each mailing of magazine and renewalmailings or as required by the mailing service.

6. Oversees storing of back issues of magazinesand shipping when ordered.

7. Orders supplies for the magazine and otheroffice functions. This generally includespreparing MTFCA artwork for the printer.

8. Maintains files of all MTFCA letters,documents, tax returns, etc.

9. Over sees sales of club accessories (decals,patches, etc.). Oversees inventory andreordering, as necessary.

10. Assures mail is picked up promptly at the postoffice.

11. When a new membership is received, themember should be sent the following:

12. Welcome Letter, explaining MTFCA operations:• One Windshield Decal• Any current MTFCA informational

brochure(s) if available.13. New members must be entered into the

computer files. All necessary information mustbe kept up to date and available for a postalaudit. Paid subscriptions must tie to a bankdeposit.

14. New members are given a membershipnumber in sequence. If a person joining hasbeen a member in the past and dropped out,

he is given his original number, if determinable. Membership records will be backed up to a separate location after any activity to the files.

15. Moneys collected are accounted for anddeposited in the bank. No more than$200,000 will be held in one bank at onetime: checking, money market savings, aTrust Account for Life Members, a C.D.’s anda Petty Cash account. All moneys will bedeposited into the checking account, thenmoved into other accounts, as required.

16. A ledger should be kept which shows alldeposits and withdrawals. A second ledgerwill be a complete accounting system whichkeeps the records of all receipt and paymentaccounts, and from which quarterly financialreports can be made. Electronic ledgersrequire secure back up. All financial recordswill be backed up to a separate location afterany activity to the files.

17. Checks issued for payment of bills will beissued from the business office. All checksissued will be listed and accounted for with astatement mailed to the president andtreasurer as requested.

18. All bank books, statements, invoices, etc.are filed at the Club's business address.

19. Quarterly tax forms and such are preparedby the MTFCA’s accountant.

IMPORTANT DATES December 31st, March 31st, June 30th,

September 30th; the end of fiscal quarters. The M T F C A 's fiscal year begins October 1st, and ends September 30th the following year.

MINIMUM EQUIPMENT NEEDED Computer with suitable software for word processing, spreadsheet, data base, accounting and web access.

Printer(s) Typewriter Calculator File cabinets Copy capability Postal scale Fax capability

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Chapter Coordinator RESPONSIBILITY

To serve as a liaison between Chapters and the MTFCA.

SPECIFIC DUTIES

1. Copies of all applicable chapter correspondence should be sent to the BusinessOffice in order to help update mailingaddresses, etc.

2. Communications or newsletters, if desired,should be sent via mail or e-mail to Chapterssummarizing M T F C A happening. Theseshould be mailed to every active Chapter orChapters as required and to all MTFCA boardmembers and officers.

IMPORTANT DATES As required.

EQUIPMENT NEEDED

Computer Copy Machine

Insurance Coordinator RESPONSIBILITY

Administers Club Liability insurance program. These responsibilities are o v e r -s e e n by the Executive Director/Business Manager.

SPECIFIC DUTIES

1. Acts as liaison between Chapters andInsurance Agent in all matters concerningclaims, requests, and questions.

2. Sends out notices to chapters detailingrequirements to participate in Club’s generalliability insurance program.

3. Ensures that all criteria are met forqualification. In general, qualificationsinclude, but are not limited to:• Minimum of fifty percent of Chapter’s

members must also be MTFCA members.• All officers of the Chapter must be MTFCA

members.• A roster of the Chapter's members must

be submitted to the Business Officeannually by March 1st or as directed.

See other requirements under Insurance elsewhere in this manual.

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Legislative Issues Coordinator RESPONSIBILITY

Monitor proposed legislation that may have an adverse effect on the antique car hobby.

SPECIFIC DUTIES 1. Collect and compile information on legislation

or other governmental actions (proposed orenacted) that have potential negativeimplications concerning the hobby.

2. Act as the MTFCA’s representative in dealingwith lobbyist organizations that are involvedin protecting the hobby from unfavorablelegislative actions.

3. Disseminate information by the bestmethod to MTFCA members, officers anddirectors and make recommendationsconcerning actions the MTFCA should take.Where issues are local or regional in nature,assist members in subject area.

IMPORTANT DATES As required

EQUIPMENT NEEDED None

Publicity Chairperson

RESPONSIBILITY To promote the Model T Ford Club of America

by preparing news releases, stories, etc., and distributing them to the antique car hobby press and other media deemed appropriate.

SPECIFIC DUTIES 1. Prepare news releases of Club activities such

as National Tours, meetings, officer elections,and other newsworthy activities.

2. News releases should be distributed todesired media with a cover letter stating thatthe editor may edit to fit the publicationformat.

3. News releases should cover every conceivableactivity in which the Club is engaged with therealization that all such articles will not bepublished but that there is a better chancethat something will be published if morearticles are submitted.

4. Attention should be drawn to the Clubwhenever possible such as in response toquestions noted in the media where thePublicity Chairperson may respond andmention the Club.

5. Care should be taken that articles sent todifferent publications should be interesting topeople who are not members of the MTFCA.The purpose of these articles is to publicizeour club and the advantages of membership.Be sure to include the Club’s name andaddress in the article.

6. Releases should be approved by the Presidentor designated person appointed by thePresident prior to release.

IMPORTANT DATES No specific important dates but material

submitted to media must be timely.

Computer Printer

EQUIPMENT NEEDED

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Nominating Committee RESPONSIBILITY

To select candidates for election to the Board of Directors, and to prepare biographies for publication.

SPECIFIC DUTIES 1. The Nominating Committee is comprised of

members appointed by the President asindicated in Article X, Section 4 of the Bylaws.The number of members on the Committee isnot specified and is subject to the President'sdiscretion.

2. It is the function of the Committee to selectfrom the Active Membership at least fivenames to be placed on the ballot for theDirectors election. As well as accepting andconsidering names submitted to theCommittee, it is the Committee's re-sponsibility to seek out people who, in itsopinion, would serve the Club well. It is alsothe Committee's responsibility to reject peoplewho, in its opinion, would not be effective orserve the club well.

3. Although the minimum number of nomineesis five, there is no maximum number. TheCommittee should place a reasonable limit onthe number of nominees so that themembership will have a chance to make aclear choice rather than dilute any choice byan excessive number of candidates.

4. All nominees must be contacted to be certainthey can and will serve, if elected.

5. Biographies of these candidates must be pre-pared and submitted to the Editor of t h eVintage Ford n o later t h a n A U G U S T1 s t for publication in the September/October issue.

6. The report from this committee should bedelivered at the summer Board Meeting. Atthis time, the list of nominees will be madeofficial and the ballots authorized. It shouldbe noted that any candidates who havepetitioned the Board to be placed on the ballotwill be added to the list prepared by theCommittee.

IMPORTANT DATES Summer Board Meeting — Submit final

report of nominees to the Board of Directors Tour Coordinator

Tour Coordinator RESPONSIBILITY

The Club should attempt to provide at least two Nationally-sponsored tours each year so that all members can have the opportunity to attend at least one.

The Club has established certain criteria for tours. This information is contained in our Tour Policies and Guidelines section.

SPECIFIC DUTIES 1. Proposals for MTFCA Tours should be

made to the Board of Directors at leastt w o years, prior to the anticipated date. Itis the responsibility of the Board to selectand approve those tours that appear to meetthe needs of the Club.

2. Tours shall be selected based upon itinerary,ability of the group sponsoring the tour, tourhistory in the desired area, and previous tourcommitments.

3. All tours shall correspond to the MTFCATour Policies and Guidelines (Tour Policy) section. A copy of the MTFCA Tour Policy outline should be mailed to the sponsoring group prior to their application for the event, and must be mailed to the sponsoring group chairperson after approval, so that there will be no misunderstanding.

4. A Tour Coordinator shall be appointed by thePresident to act as liaison between the Board and the sponsoring Chapter or group. His duty will be to answer all questions on procedure for the tours, offer advice as necessary and interpret Tour Policy. He shall also ensure that the hosting group fully understands the Tour Policy. He shall also see that appropriate publicity is furnished to the Vintage Ford ed itor regarding the tour. Reports on tour progress will be made to the Board of Directors and/or President.

5. A plaque, to be presented to the sponsoringChapter or group, will be ordered by the Tour Coordinator and prepared by the Business Office and presented to the sponsoring group at the Tour by the President, Board Member, Tour Coordinator, Editor or other person.

IMPORTANT DATES Publicity material must be furnished to the Editor of t h e Vintage Ford by October 1st so that it can be printed in the November-December issue of the year prior to the Tour.

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Newsletter Award Chairperson

RESPONSIBILITY In an effort to stimulate Chapter Newsletter

editors into producing more informative newsletters, the MTFCA gives awards to the Chapters that, in the opinion of a Newsletter Award Committee, produces the best of these publications. The Newsletter Award Chairperson shall select the Award Committee and order awards.

CRITERIA (To appear in each issue)

Local Information Must include the time, date, and location of

Chapter meetings so that interested persons may join.

List of Officers, with names and phone numbers (addresses optional) to assist members.

A calendar of future events, with pertinent information.

Interesting reports of past events, written to interest those who did not attend, and to stimulate interest in future events.

MTFCA Information Must show Chapter's affiliation with the

MTFCA. Must promote MTFCA activities by including

dates and places of major events. Must list MTFCA’s address, dues amount,

with suitable information to interest non- members to join the MTFCA.

Overall Format Front cover is attractive, including local

motif, if any, name of Chapter and Newsletter, and date of its publication.

Eye appeal and layout which encourages reading. A cluttered appearance is to be avoided.

Content should be varied, with articles about past and future events, technical, and historic information. Areas which are not weighed in the selection are those related to the cost, such as the method of printing, type of paper, or frequency of publication. The main goal of any newsletter is to present the information to its membership in an interesting and timely manner.

EQUIPMENT NEEDED

Computer/Printer

In an effort to make Chapter information available to Chapter members and the general public a Chapter Web Site should be considered. Annual awards are given to Chapters that, in the opinion of the web site committee, have the best presentation and information. The Web Site Chairperson shall select the Award Committee and order awards.

CRITERIA Local Information Must include the time, date and location of Chapter meetings. List of Officers with names and phone numbers (addresses optional) to assist members. A contact number, or numbers, should be prominently displayed. A calendar of current and future events with pertinent information. Not only club activities but national events, swap meets and local shows. Depending on web size, the current and past copies of the Chapter newsletter could be displayed.

• See Newsletter Format for other ideas.• Information on the web site should be kept

current. The web master should delete out ofdate information on a regular basis.

EQUIPMENT NEEDED

Computer

Website Award Chairperson

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ODEL T FORD CLUB OF AMERICA

Any group of Model T Ford enthusiasts may affiliate with the Model T Ford Club of America. Becoming a Chapter or an Affiliate of the MTFCA requires no payments to the M T F C A by the affiliating club, and the MTFCA in no way dictates how the chapter or affiliate runs its own affairs. Existing clubs, whether affiliated with another national club or not, may become MTFCA Chapters or affiliates upon application, and need not renounce their existing affiliation.

Affiliates need not meet any of the requirements for Chapter status. In essence, affiliation amounts to a mutual agreement for one to support the other.

QUALIFICATIONS FOR CHAPTER STATUS 1. A minimum of five (5) members of the

MTFCA are required for active Chapter status.

2. The president, vice-president, secretary, treasurer and all directors of the Chapter must also be MTFCA members.

3. A minimum of 50% of a Chapter'smembers must also be members of the MTFCA. (For the chapter to participate in the MTFCA liability insurance program, Nos. 1, 2 and 3 must be met.)

4. A Chapter must have Bylaws that arenot in conflict with those of the MTFCA.

5. A Chapter must submit a list of itsofficers and of its membership, with full addresses and MTFCA member numbers, to the MTFCA before March 1st of each year. Failure to do so will automatically reduce the Chapter to an Affiliate status.

WHAT THE MTFCA OFFERS THE CHAPTERS 1. Chapters can participate in the public

liability insurance program for no costto the Chapter for each year that the

2. Chapter qualifies. In general, thisinsurance protects the Chaptersomewhat in the manner in which ahomeowner's policy protects thehomeowner. This coverage does noteliminate the need for individualautomobile insurance coverage asrequired by most states. The MTFCAcoverage can apply to meetings, tours,swap meets, etc.

3. The MTFCA will mail one copy of theVintage Ford to the Chapter eachissue. The mailing address must beeither to a post office box or that of amember of the MTFCA.

4. MTFCA affiliation offers contact withother Chapters; coordinated events, etc.

5. The MTFCA will supply a list of itsmembers in the Chapter’s area uponrequest, at any time.

GENERAL While the MTFCA does not dictate how a Chapter should be run, we do suggest the following:

1. The Chapter should incorporate in itsown state. Incorporation can prevent individual members being liable for the actions of the Chapter, among other things. Incorporation in most states can be done easily by contacting the Secretary of State of the Chapter's state. An attorney is usually not necessary.

2. The Chapter should schedule its eventsin advance so that its members will know what's ahead.

3. The Chapter should have a permanentaddress; one that does not change each year with new officers, etc.

4. The Chapter should elect a person to actas liaison between the Chapter and the MTFCA.

5. The Chapter should make some effortto have its members also join the MTFCA. This is the main purpose for our mailing of the magazine to the Chapter. The MTFCA will, from time to time, send letters and applications to Chapter members who are not MTFCA members.

A copy of the M T F C A Bylaws is c o n -tained in this manual. These could be used as a guide for a Chapter's own Bylaws. Application for Chapter status must be mailed to the MTFCA Headquarters. The application must list the members and the elected officers, with their addresses.

MTFCA CHAPTERS AND AFFILIATES

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LIMITS OF LIABILITY General Liability coverage limits are shown on the Chapter’s annual copy of the MTFCA insurance policy or by calling the MTFCA Headquarters. GENERAL

Insurance coverage is on an annual basis. Submission of roster and list of officers from the Chapter is due on or before March 1st

each year. The insurance policy covers the MTFCA and its Officers and Directors, the local Chapter and its Officers, Directors, and any persons appointed by them for a specific event, against claim for loss or damage arising for their negligence. The Policy does not provide automobile insurance for the individually owned cars of the Chapter members. All cars participating in a Chapter-sponsored event must be individually insured, and Chapter officials must verify such individual coverage. The program assumes that Chapter’s sponsored events, such as meetings, parades, and similar events follow the MTFCA Safety Guidelines. These guidelines include verifying that participating vehicles are in safe condition by inspections similar to those used on MTFCA Tours, and verifying that any automobile(s) participating in a Chapter event is in compliance with the Financial Responsibility Law of their State. In the event of a loss, the Chapter Officers will be required to attest that the safety guidelines of the MTFCA were being observed. The program does not include any timed events such as a race, hill climb, or Gymkhana; however, these may be covered on a specific basis with a special additional coverage certificate furnished by our insurance agent. All specific questions as to coverage should be addressed to our insurance agent. Some municipalities or private organ-izations may require that they be added to our policy as an “Additionally Named Insured.” There may be an extra charge for so amending the policy, and such requests may be made directly to our insurance agent. The individual Chapter requesting such an amendment shall be responsible for any additional premiums incurred.

WHAT ARE SOME OF THE EVENTS THAT MIGHT BE COVERED? Meetings, old car shows, swap meets, parades, local tours, auctions, and other similar club events. WHAT IS NOT COVERED 1) Individual automobiles for either liability or

physical damage.

2) Loss or damage arising from events wherethe safety guidelines of the MTFCA,outlined under our Tour Policy and SafetyInspection, have not been followed.

3) Losses occurring outside the UnitedStates of America or Canada.

4) Accidents relating to automobiles are notconsidered a part of the MTFCA liabilityinsurance program.

5) As outlined above, EVERY participantMUST have his own automobile liabilityinsurance.

This insurance coverage protects the Chapter in the event of some mishap but in no way covers insured or uninsured owners and drivers in auto related accidents. It is the responsibility of the Chapter to be sure every participant complies with the laws of the state in which an event is to occur. Failure to do so could result in the cancellation of coverage. QUALIFICATIONS & COST In order to qualify for inclusion under the Model T Ford Club of America (MTFCA) insurance program, a chapter must meet a number of qualifications:

1) The Chapter must meet the minimumqualifications for an active chapter in that there must be a minimum of five (5) MTFCA members in the chapter, and all Officers and Directors of the chapter must be members of the MTFCA.

2) A minimum of 50% of the chapter membersmust also be members of the MTFCA.

3) The Chapter must provide an up-to-dateroster of all Chapter members, with their addresses, and a list of the current Officers and Directors by March 1st each year. The MTFCA will verify each name to confirm that the requirements under 1) and 2) have been met.

TO ENROLL Send Chapter roster, with a list of Officers and Directors to:

MTFCA Chapter InsuranceP. O. Box 996Richmond, IN 47375-0996 Please feel free to contact the Club’s insurance agent directly: Harrington-Hoch InsuranceP. O. Box 337Richmond IN 47375-0337 Phone: 765.962.9502 Fax: 765.962.9506

GENERAL LIABILITY INSURANCE FOR CHAPTERS OF THE MODEL T FORD CLUB OF AMERICA

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The MTFCA operates a Model T Ford Museum in Richmond, Indiana as an educational part of the organization.

MODEL T MUSEUM STATEMENT

The MTFCA Model T Museum is committed to collecting, preserving, and exhibiting artifacts from the Model T Ford era for future generations through displays and events that educate people of all ages on the history, lore, and skills needed to maintain the car that put the world on wheels.

The MTFCA Model T Ford Museum is located at 309 North 8th Street, Richmond, IN. This is in the historic Depot District in downtown Richmond.

Mailing Address is:

Model T MuseumP. O. Box 996 Richmond IN 47375-0996Phone: 765.488.0026

Operating hours and special events are listed on the MTFCA web site as follows: http://www.mtfca.com.

MODEL T FORD CLUB OF AMERICA MUSEUM

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http://www.mtfca.com/


ANNUAL MEETINGS The purpose of the Annual Meeting of the members is to publicly inform the Club members of the present and anticipated state of the Club and to allow a period wherein each attendee can express his opinion of the Club’s operation and/or offer suggestions.

Annual Meetings of the members can be held on any date after the first of a calendar year preferably in the first three months of the calendar year. These meetings can be held in any location, but should be held in a location convenient for air travel, accommodations, etc.

SATURDAY NIGHT BANQUET

Head Table The head table shall be reserved for the MTFCA officers (president, vice-president, treasurer, secretary, and publications manager) and their spouses, plus the event chairperson and local Chapter president (and their spouses). Any special guest of honor can be also seated at the head table. Any deviations shall be subject to the approval of MTFCA Headquarters.

Procedure The sponsoring official(s) will make any

Proposals to host the Annual Meeting must be approved by the Board of Directors at least one year prior to the Meeting. The approval will be based on location, capability of the sponsoring group, tour history of area and other commitments.

Generally, our Annual Meetings are sponsored by a local Chapter, and will be supported by the Chapter membership in order to insure good attendance. Chapter sponsorship is not a requirement, however.

Guidelines for Annual Meetings (including financing the Annual Meeting) follow the applicable rules under our Tour Policy and Guidelines (see Section IV). The fact that the meeting is a MTFCA meeting should be stressed to the sponsoring group; it is NOT just a local function. The sponsoring group can have full control of the location (hotel, etc.) and activities during the schedule, except for a p o r t i o n o f the Saturday Night Banquet, and the Sunday Morning Open Forum. The Saturday banquet and the Open Forum are specifically reserved for National activities. Any planned entertainment before, during or after the official program shall in no way interfere with the normal procedures.

A Board of Directors Meeting is generally held during the Annual Meeting. Meeting host should check with MTFCA Headquarters for meeting room requirements.

Necessary announcements and then turn the meeting over to the MTFCA President. The President will make all further introductions and act as general chairperson.

The President shall introduce all other officers, and then all Board Members and other officials who might be in attendance. Each person shall stand in order to be recognized.

Any Officer, Board Member, or other person shall be given time for a presentation if one is to be made.

Rosenthal Award After presenting a brief summary of the purpose of the Rosenthal Award is presented, the names of the nominees will be announced. The nominees in attendance should be asked to stand. T h e winner of the previous year, if present, will be introduced and then presented with a suitable plaque.

The new winner will then be named and presented with the trophy.

Special Awards Chapter Newsletter Awards. The three

highest selections for the Newsletter and Web Site awards should be named, and the awards presented to the editor and web site winners, if present, or to a representative of the winning Chapters. A copy of each of the newsletters should be available for inspection, a l o n g w i t h t h e w i n n i n g w e b s i t e a d d r e s s , by the general membership after the meeting, if possible.

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THE MODEL T FORD CLUB OF AMERICA OPERATIONS MANUAL / JANUARY 2017 R

CLUB OF AMERICA OPERATIONS MANUAL / JANUARY 2017 Sponsoring Chapter Award.

The President shall present the sponsoring group with a suitable token of appreciation from the MTFCA. The chapter, rather than an individual, should be named on this token, unless there is no sponsoring Chapter.

Past President's Award. The current MTFCA president shall

present the outgoing president with a token of appreciation. Should the award be given on an annual basis, to a re- elected president, a member of the Board of Directors should make the presentation.

Special Awards. If any special awards are to be given, any member may make the presentation. Special awards must be approved by the MTFCA prior to the meeting.

Announcements An outline of the next day Open Forum

shall be made. Asking the attendees to write down their ideas or questions prior to the forum, and giving these to an officer or director before the forum, often helps to “break the ice” and get things rolling.

SUNDAY OPEN FORUM

Head Table The Open Forum may or can be held after the Banquet, if time permits.

The head table shall be reserved for all National officers, board members, and other persons who are active in the management of the club. The MTFCA president shall preside.

Announcements The president shall give a “State of the

Club” address informing the members of the condition of the club. Future tours should be announced and brief outlines given by a representative of the sponsoring group or other knowledgeable persons.

Procedure The Open Forum shall be as informal

as possible. The presiding officer shall begin by reading the suggestions received by the members. The presiding officer will then ask for input from the audience. Any appropriate member of the MTFCA management team shall make response to any question or suggestion.

Also, see Tour and Membership Meeting Policies and Guidelines.

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The guidelines in this policy are designed to help plan and complete a successful MTFCA National tour and/or meeting, but the information can be used for regional and local tours, if desired.

A MTFCA Chapter hosting a National Tour or Meeting will be given the leeway to set up the event as they see appropriate. When hosting a National Tour or Meeting, keep in mind that a National event is a vacation for many people and the cost of the event needs to be held to a minimum so that younger families can afford to attend. The MTFCA GUIDELINES are just that. They are suggestions but by no means are they concrete. It is important that your event be a reflection of your local membership and it is always fun to experience local flavor. Events don’t have to be expensive to be fun, some could be “pay as you go” or they can be more traditional by being all inclusive with a set price for event activities and billing participants up front. The Board of Directors are here to work with your ideas and are open-minded.

It is important to note that hosting a MTFCA National event has many benefits to the Host Chapter as well as the MTFCA. Hosting an event of this nature brings with it exposure of the Model T Ford in your area. Exposure creates interest and it will lure other Model T owners out and they will become members. It will also create interest in potential future Model T owners. It is extremely important that we get our cars out often and attract attention to our club. This is our future because without exposure we will wither and die.

GENERAL Polling The MTFCA has divided the chapters in North America into three regions, West, Central and East. Each region has approximately the same number of chapters. During the MTFCA Annual Meeting the Board of Directors will randomly poll one chapter and two alternate chapters to host an MTFCA Annual tour or meeting. The polling of chapters will alternate between regions every year so that events are held in different parts of the country. The chapters that have been selected by the Board via polling will be notified 3 years in advance of the event. Chapter directors will meet with chapter members and discuss hosting the

National Event with the chapter membership and respond to the MTFCA Board of Directors within 90 days of being selected. Chapters that have been selected via the polling will then submit an outline to the MTFCA Board indicating the proposed dates, location, type of tour (hub/circle/other), or meeting, anticipated fees and tour chairperson(s). If for any reason that the Chapter selected to host the National Event is unable to do so, an alternate chapter will be asked to host in order of polling selection. Chapters that have been selected and host a National Event will not be placed back into the polling lineup for at least 5 years. At that time the Chapter can again be eligible for polling, but can volunteer at any time.

REQUEST TO HOST A TOUR Volunteer to host Chapters can volunteer to host either a National Meeting or a National Tour at any time. You do not need to be asked. Chapters wishing to host a National Meeting or a National Tour should do so 3 years in advance by submitting a written request to the MTFCA Board. The request should outline the proposed dates, location, type of tour (hub/circle/other), anticipated fees and tour chairperson(s). Note: The host club must qualify for chapter status and for chapter liability insurance through the MTFCA for the year of the event.

The MTFCA Board will review the request to host the proposed tour at its next scheduled meeting (MTFCA Board meetings are held twice a year, usually in March and August). The requesting Chapter will be notified within 30 days after the Board meeting of approval of the National tour. MTFCA Regions The MTFCA Board has divided the North American Chapters into 3 regions, West, Central and East. West Region consists of Chapters in the following States/Canada: Arizona, California, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington and Canada. Central Region consists of Chapters in the following States: Illinois, Indiana, Iowa, Kansas, Colorado, Minnesota, Missouri, Nebraska, North Dakota, Oklahoma, Wyoming, Texas, Wisconsin, Texas, Michigan, Tennessee and Arkansas.

TOUR AND MEMBERSHIP MEETING POLICIES AND GUIDELINES

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T HE MODEL T FORD CLUB OF AMERICA OPERATIONS MANUAL / JANUARY 2017

East Region consists of Chapters in the following States: Connecticut, Delaware, Florida, Kentucky, Maine, Massachusetts, New Hampshire, New Jersey, New York, North Carolina, Pennsylvania, Rhode Island, South Carolina, Virginia and Ohio

MTFCA Coordinator: The MTFCA Board will appoint a team of Board Directors or Officers to work with the tour chairperson(s) to assist the chapter with planning and activities as necessary.

TOUR PARTICIPANT REQUIREMENTS Membership Requirements: For National tours, participants who will be driving a car on the tour MUST be members of the MTFCA. A list of drivers, with addresses, must be mailed to the MTFCA Business Office thirty (30) days prior to the tour for verification of current membership. The Business Office will advise the host chapter of any non-members.

All tour participants National Event with the chapter membership and respond to the MTFCA Board of Directors within furnish proof of current Liability and Property Damage insurance coverage on their vehicle at the tour. Consult the laws in the State where the tour will be held for further information on insurance requirements.

Some information in the Annual Meetings Section may be of use for tours also.

Also see financing a Tour or Annual Meeting.

Number of Participants: There is no minimum or maximum number of cars required for a tour. The hosting group determines the number of cars and/or participants according to the available accommodations or other factors.

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The Host Chapter handles the financial responsibility of the event, including the monies from deposits and payments, and should keep detailed records of all monies received and disbursed. It is advisable to make deposits and payments for the event in a separate bank account from the host chapter account.

The MTFCA will advance up to One Thousand Five Hundred Dollars ($1,500.00) as seed money for preliminary tour or meeting expenses for an approved National event upon written request. The money can be requested approximately one year in advance of the a c t i v i t y , and be repaid to the MTFCA within sixty (60) days after the event ends.

When estimating costs for participants, a minimum of 15% should be added for unforeseen expenses. Anticipate up to a 10% cancellation rate prior to the tour.

Hosting a national event shall not be considered a profit-making adventure. After the event , when all bills have been paid, the host chapter may retain fifteen dollars ($15) per full- paying participant. Any monies remaining beyond the $15 per full-paying participant must be returned on an equal basis to the participants within sixty (60) days of the completion of the tour. If refund would be so small per participant as to make such refund impractical such funds can be donated to the MTFCA Museum.

A complete accounting of all tour finances shall be sent to the MTFCA Tour Coordinator or the MTFCA office within sixty (60) days of the completion of the tour.

Note: The following information mainly pertains to Tours but much can also apply to Meetings. T/M indicates it applies to both Tours and Meetings.

PLANNING YOUR TOUR OR MEETING The MTFCA directors and Tour Coordinator are available to help you plan your tour. It is suggested that host chapter members participate in a National tour and seek advice from a previous host chapter.

Type of Tour: A ‘hub’ tour is headquartered in one location with daily tours departing from and returning to the tour headquarters; a ‘circle’ tour is headquartered at a number of different locations. It is up to the host chapter to decide which type they prefer. A hub tour seems to be the most popular.

Tour Length: National tours run from three (3) to five (5) days in length. The daily drive routes should range from 40 to 150 miles—more if required by event location—but, adequate rest stops should be planned.

It is a good idea to make a preliminary run of the routes in a stock Model T to determine driving times. All participants should have a tour map for the day.

This is vacation time for most participants and the tour should not be a grueling affair. Experience suggests shorter and easier trips at the beginning and end of the tour work well. A “rest day” in the middle of the tour is often welcomed and could include a mini swap meet in the parking lot or a short optional tour.

The rest day also allows for minor repairs, socializing and needed relaxation. The last day’s tour should return in time for loading trailers and getting ready for the final banquet. Events requiring Model T’s to be on public streets after dark are not recommended.

Special Activities: T/M It is helpful to have backup plans in case of bad weather. Planned in advance, these activities can be implemented on short notice. Alternate plans could include technical talks or craft activities. Separate activities for young children and teens during evening programs are often welcomed.

Weather: T/M Tour participants may be coming from different parts of the country. Let them know the type of weather (temperatures) to expect and what type of clothing is recommended for tours and banquets.

FINANCING A TOUR OR ANNUAL MEETING

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Tour Routes: All tour routes should be planned for maximum interest with the least amount of traffic. Try to avoid heavily traveled streets and highways. Contact local police and Highway Patrol for advice on tour routes and solicit their advice and support. Invite them to planning meetings or to speak at the daily tour briefings. Some cities may require notification of groups of cars traveling their streets and may even require a parade permit. When stopping in towns along the way, make sure there is room for parking and overflow. A town may provide a special area for the cars to be on display during breaks. Stops should consider places of interest to not only the men, but also to the ladies and children. When laying out tour routes, consider stops for restroom and refreshment breaks.

Tour Books/Maps: The Tour Committee will compose a booklet detailing each day’s tour and activities with maps and other pertinent information. The maps should include mileage between intersections and turns, landmarks, and points of interest. The tour booklet should include cell phone numbers for contacting the trouble trailer/truck drivers.

T/M. Provide information for conveniences such as the location of Laundromats, beauty and barbershops, auto parts stores, machine shops and welding shops. Ask if any will provide discount slips for goodie bags. Make these businesses easy for participants to locate.

T/M. Provide emergency information for doctors, dentists and hospitals in the tour booklet.

Roster of Participants: T/M A directory of participants is handy for remembering new friends and what car belongs to which name. It is common to assign a “tour number” to each participating family group and this number can be used to tie everyone together in a tour roster. Two lists are suggested, one by tour number and the second with last names in alphabetical order. On one of these lists the family member’s names can be listed, along with their address, phone number, type of car, tour number and any other information desired. The two lists should be cross-referenced so that if you have the tour number you can determine the owner and vice

versa. This roster can be a portion of the tour booklet.

Advertising: T / M A display ad describing the tour or meet ing will be placed in the Vintage Ford at no charge to the sponsoring group. Events should be advertised about one (1) year in advance. For events held during the summer months, the ad for the tour should be included in the Sept-Oct issue of the Vintage Ford magazine the year prior to the tour year. Deadlines for inclusion are the first day of the month prior to the publication date, i.e., August 1 for inclusion in the Sept-Oct issue.

The tour ad should include dates of the tour, location, tour costs, hotel, (and alternate hotels if needed), RV park information, names, addresses, phone numbers of tour contact persons, payment address and “make payable to” name for checks. The cancellation policy for the tour is required to be listed in the ad also.

Advertising may be placed in other publications such as other chapter newsletters. (See Contacts section in the Vintage Ford for the Chapter Coordinator contact.)

Publicity: Contact the media in each town the tour will be visiting to see if they would be interested in covering the event. Often, local newspapers, radio and TV stations are willing to cover the event.

Accommodations: T/M The selection of the headquarters hotel or motel is very important for a successful e v e n t . The location should be easily accessible but away from modern traffic. All headquarters hotels and overflow accommodations rooms and facilities should be solicited at group rates. Contracts for rooms, food and other incidental prices should be in writing and signed by both parties.

If the hotel banquet facility is not large enough for the event, contact the local Chamber of Commerce for suggestions. Many fraternal organizations and church’s make their facilities available.

If hotel fees are separate from the tour fee, the participants should reserve, guarantee and pay directly to the hotel. Provide names and contact information for alternate hotels, motels and RV parks. Include budget and medium priced accommodations. This list can be included with

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the tour registration package. The spirit of this suggestion is to allow all prospective tour participants a selection to fit their vacation budget.

Registration Area/Hospitality Room: T/M A room or area at the headquarters hotel will be needed for registration, distribution of “goodie” bags if used and other e v e n t information. A sign-up board for persons needing a ride, and persons with room in their Model T’s willing to have passengers, should be considered. Snacks and drinks in a hospitality room are always welcomed.

Swap Meet Kit: Swap Meet Kits are a good way to promote the MTFCA while making money for the chapter. Included in the swap meet kit is the MTFCA Banner for display in the registration area and/or hospitality room. Also included are restoration manuals, the Vintage Ford on CDs, windshield stickers, jacket patches, lapel pins, and other items. Items from the swap meet can be displayed and sold by the chapter. The chapter retains 20% of the proceeds from the kit. Look in the Vintage Ford under Contacts to order a swap meet kit.

Parking for Model T’s and Trailers: Plenty of parking for the T’s, tow vehicles and trailers is needed. If the hotel does not have space for the Model T’s and/or trailers, a vacant area nearby should be secured. Security of these off-premises vehicles could be a problem.

Alcohol Policy: T / M NO ALCOHOLIC beverages should be served by the event host club during the event due to the possible liability issues involved. Open ‘no host’, bars operated and controlled by the hotel, or by another outside organization accepting full responsibility and liability for evening or other non-driving events are at the option of the host club. Alcoholic consumption is NOT allowed prior to, or while driving or riding in vehicles on a tour. Unsafe actions should be brought to the attention of the event Chairperson for corrective action.

Tour Reservations: In order to give every member an equal chance to participate in the tour, the MTFCA has adopted the following rules regarding reservations for MTFCA tours: The host chapter will not honor registrations postmarked before January 2* of the tour year; no block reservations will be allowed; all

reservations must be mailed individually; no E-mail registrations will be accepted. The registration chairman will keep a record of all registrants, return receipts to entrants, assign a tour number and set up a waiting list once the tour limit is reached.

*Exceptions to the rule of January 2registrations: If the tour is scheduled sometime during the first four months of the year, reservations can be accepted prior to January 2. If the tour is not limited to a certain number of cars/participants, registrations can also be accepted prior to January 2. Please check with the MTFCA Tour Coordinator or MTFCA Business Office to determine if the tour should follow the January 2 rule.

Event Fees: T/M The host chapter must establish event fees for events, meals and lodging, if included. List all meals included in the registration fee. It is permissible to break out events into sections or single listings so that those who cannot participate in all events can pay for selected parts of the event. The host chapter must prescribe the payment methods such as deposits and the date schedule for partial and final tour payment(s).

Cancellation Policy: T/M The host chapter must prescribe and publish in the Vintage Ford and in the tour registration packets the cancellation policy. Generally, cancellations received sixty (60) days before the events starts receive a full return of the fee payment. For cancellations within sixty (60) days of the e v e n t date the participant may forfeit some or all of the deposit/payment as prescribed by the host group. An example of a stated cancellation fee within 60 days of the tour is, “All non-committed funds as of the day a cancellation is received will be returned.” Cancellation fees should only cover the costs incurred by the host chapter up to that point.

E v e n t Banquets: T / M A welcoming gathering or dinner at the start of the event and a final dinner at the end of the event with some kind of entertainment are suggested. Besides the type of food to be served, consideration should be given to how it will be served. If a buffet is planned, make sure there are enough lines to handle the number of people involved. If entertainment is included, it does not have to be overly professional or costly. Fifteen minutes to one half hour is enough. The banquet can be used for MTFCA information, promotion and also recognition. The master of ceremonies

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should keep events moving smoothly. Also, see special requirements for an Annual Meeting Banquet requirements

Door prizes can be given away in any number of ways. If there are excessive ‘door prizes’ a number can be assigned to each prize. Attendees’ names or tour numbers can be drawn with a prize number assigned to that attendee. Prizes can be given out with names posted in the hospitality room, or information area, daily, on tours, or posted at the final banquet.

Meal and Event Tickets: T / M It is suggested that meal and admission tickets be used throughout the e v e n t . Colored and dated tickets help participants and ticket takers keep up with each event. Most vendors will accept this method and it is a good way to control guaranteed amounts.

Photographic and Written Coverage: T /M A person or persons must be assigned to cover the tour photographically and to provide a written account of each day’s activities suitable for publication in the Vintage Ford. This information must be forwarded to the MTFCA editor as soon as possible after the tour. Contact the MTFCA editor if you have questions.

SAFETY CONSIDERATIONS Model T Inspection Form: The vehicle owner and/or driver is responsible for the safety of their vehicle. The host chapter will NOT be responsible for inspecting or certifying any vehicle as roadworthy. The self-inspection “Model T Inspection Form” must be completed and returned to the host chapter at the start of the tour.

To assist in the safety of the vehicles, if possible, have a Model T parts supplier on site or available to provide parts as needed to keep vehicles roadworthy. If no parts supplier is available, contact some of the major suppliers and see if they would send a kit of the most-used parts on consignment for the host club to sell. The club would be responsible for collecting for parts sold and paying to return any unsold items.

Indemnification Agreement Form: T/M Based on the event and possible local requirements “Release, Indemnification and Hold Harmless Agreement” is available in Attachment Two (2). It can be used for all participants in the event.

Drivers Meeting: It is highly recommended that a drivers meeting be conducted each day to advice of last minute road conditions or route changes. This is the time for reminders of driving procedures such as distance between cars, gas availability and such.

High Risk Areas: If a day’s drive involves areas of relatively high risk, such as very steep hills, dangerous curves, crossings of major highways, narrow roads, etc., be sure every driver is made aware of them. Stress the limitations of the Model T brakes and to use extreme caution. If possible, provide alternate routes for those who do not wish to travel on those routes. Such information should also be shown on the daily tour route maps.

Highway Safety: Tour drivers must obey all applicable highway laws. Unsafe conditions and actions will not be tolerated. It is important to stress to all drivers the necessity of allowing modern cars to pass by keeping to the right and/or pulling off the road if safe to do so. Trouble Trailers/Trucks: Trouble trucks and trailers are a must. The vehicles should carry extra gasoline, oil, water, and a jack, tire changing tools and a 6 and 12 volt batteries and jumping cables. Some form of flag or sign (safety triangles) to set out to warn of oncoming traffic is helpful. Cell phone numbers of the daily tour guide and trouble trucks should be listed on the daily route maps. It is suggested that there be one trouble truck for each 25 vehicles on the tour. AFTER THE EVENT T/M

Post Tour Accounting: Within sixty (60) days after the tour the host chapter shall furnish a financial accounting of tour income and expenses to the MTFCA Board. If an advance of funds was made to the club, the refund must be returned within sixty (60) days also. Refunds to participants, if required, should be mailed before the final accounting.

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QUESTIONS Chapters with questions about hosting a National E v e n t should contact the MTFCA Business Office. Chapters approved for a National tour should contact the MTFCA Tour Coordinator assigned for their tour or the Business Office.

CHECKLIST OF REQUIREMENTS See policy for full details

1. Chapter qualifies for chapter status andinsurance during tour year.

2. Tour request approved by MTFCA Board ofDirectors.

3. Advance seed money requested if needed.

4. Ad for inclusion in Vintage Ford magazine.

5. Cancellation policy stated in ads in Vintage Ford and on registration forms.

6. No registrations postmarked before January 2of the tour year. (See *Exceptionsunder Registrations.) No block registrations orE-mail registrations accepted.

7. Provide a blank Model T Self-Inspection formwith the Tour Registration Confirmation Packet.Form to be returned and signed during check-inat the Tour. Proof of insurance included.

8. Only Model T’s with era equipment allowedon tours. Additional items deemed SafetyEquipment are allowed.

9. Current MTFCA membership status of tourdrivers verified by MTFCA 30 days prior totour.

10. Profits in excess of $15/per full payingparticipant returned to participant(s) within 60days of end of tour. Refer to “Financing TheTour” for minor dollar amounts.

11. Final Financial Report, and any advance seedmonies, due to the MTFCA office within 60days after tour ends.

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MTFCA MODEL T SAFETY INSPECTION FORM

As a participant on the ______________________ Tour, hosted by the __________________ Chapter of the

Model T Ford Club of America, you are required to inspect your car prior to being admitted to the tour.

Please check each of the following with a “√” for yes, “N” for no, or “NA” for not applicable. Please bring

this form to the tour and sign and date it at the start of the tour.

Steering

Steering wheel has minimal (less than 2”)

to no play ____

Acceptable wear and minimal to no play in:

Radius rod (wish bone) to crankcase ____

Ball arm(pitman arm) to steering gear

connecting rod (drag link) _____

Steering gear connecting rod(tie rod)

to yoke ball _____

Spindle bolts (kingpins) _____

Spindle connecting rod bolts _____

Cotter key (or lock washers, if holes not drilled)

installed in the following:

Radius rod (wish bone) to

front axle (2 required) _____

Steering gear bracket to frame(3 required) _____

Ball arm (pitman arm to

steering post (1 required) _____

Steering gear connecting rod (tie rod)

to yoke ball (2 required) _____


To steering gear ball (2 required) _____

Spindle connecting rod to

spindles [2 (1 per spindle)] _____

Spindle bolts (kingpins)[2(1/spindle)] _____

Spindle arms [2(1/spindle)] _____

Front spring hangers (shackles)

[4 (2 per side)] _____

Front spring to frame [2 or 4 required,

depending on year] _____

Yoke ball (1 required) _____

Safety-wire crankcase studs holding

radius rod ball cap _____

Grease in steering gear case and steering gear

bracket (also check gear post and

pinion gears for wear) _____

Check for play in steering gear

case to steering column (check

rivets/taper pins) _____

Lock screw installed in quadrant _____

Brakes

Brake pedal (and, reverse pedal) bottom

out before reaching floorboards _____

Both rear wheels lock-up

under hard braking _____

Note: Auxiliary brakes are highly recommended for

stock cars and should be installed if car has an

auxiliary transmission

Emergency Brakes Hand brake sets securely before limit

Of its travel (check pawl and spring) and

both rear wheels lock. _____

Note: The hand brake must be able to hold the car

with the engine running and should be able to hold

the car on a moderate slope.

Cotter keys (or lock washers, if holes not drilled)

Installed on:

Control shaft assy to frame (4 required) _____

Brake shoe bolt [2 (1 per side)] _____

Brake rods [4 (1 per end)] _____

Engine/Power Train Oil leaks – within acceptable limits _____

Gasoline leaks-none, when parked

(in-line shutoff valve recommended) _____

Cotter pins installed on:

Carburetor rod [2 (1 per end)] _____

Choke/carburetor adjustment rod

[1 at carburetor] _____

Commutator rod[2 (1 per end)] _____

Crankcase arm to frame[4(2 per side)] _____ Low speed connector [2 (1 per end)] _____ Universal ball cap [2 (top bolts)] – bottom

two cap screws safety-wired together) _____

Fan bolt (on earlier cars) _____

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Wheels Spokes (and felloes on earlier cars)

are tight _____

Front wheel bearings-no play,

good condition and greased _____

All wheels tight and axle/spindle

nuts cotter-keyed _____

Lug nuts tight on demountable rims _____

Checked tires for wear, weather

Cracks, rim cuts, etc. _____

Rear Axle Rear wheel nuts tight and secured with

Cotter pins (use long wrench) _____

Cotter keys (or lock washers,

if holes not drilled) installed:

Rear spring to frame [4 required] _____

Rear spring hangers (shackles)

[4 (2 per side)] _____

Rear spring perches to wheel flanges(backing

plates) [2 (1 per side)] _____

No oil leaks at outer seals _____

Check differential gearcase oil level _____

Other Lights functional _____

Brake light (may not be original equipment,

but recommended) _____

Safety glass (strongly recommended) _____

Rear view mirrors(s) _____

Fire extinguisher _____

First Aid kit _____

Registration and Insurance Papers _____

Vehicle Data Year __________ Body Style ____________ Identification # _____________ License Plate # __________

Insurance Information Company __________________________ Date of Expiration ____________ Policy # _______________

Waiver/Certification In consideration of my being permitted to enter my vehicle on the subject tour and all of the related activities

sponsored by the host chapter and the Model T Ford Club of America, I hereby hold harmless the subject tour

host chapter officers, directors and members, and the Model T Ford Club of America officers, directors and

members from any liability of any kind whatsoever as a result of any personal injury or property damage

sustained by the undersigned. I further certify that:

I inspected my vehicle as noted herein and believe it to be roadworthy.

I understand the inspection items/listings contained on this form are compiled from sources believed to be

reliable but are not completely inclusive of all areas and items that should be checked or that could cause

safety concerns. No warranty, guarantee or representation is made by the host club or the Model T Ford

Club of America as to the absolute correctness or sufficiency of any representation contained in this

listing and the host club and the Model T Ford Club of America assumes no responsibility in connection

therewith, nor can it be assumed that all acceptable safety measures are contained in this listing or that

inspection of other areas of the vehicle or additional accessories may be required under particular or

exceptional condition or circumstances for safe operation.

The vehicle is properly titled and registered, as required by the state of my residence.

I certify that I have insurance coverage on the entered vehicle that covers my liability and physical

damage as required in my state of residence.

I further certify that I am physically fit and able to safely operate the Model T Ford.

NOTE: Do Not Sign or Date this Form until turning in at Registration Desk.

OWNER/ENTRANT ________________________________________ DATE: _______________

Received by: _______________________________________________ DATE: _______________

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RELEASE, INDEMNIFICATION AND HOLD HARMLESS AGGREEMENT Event Date(s) Host

EVENT OF MODEL T FOR CLUB OF AMERICA (“MTFCA”), ITS CHAPTERS, REGIONS AND/OR SPECIAL INTEREST GROUP REFERRED TO BELOW (“EVENT”), THE UNDERSIGNED AGREE(S) TO THE FOLLOWING:

1. THE UNDERSIGNED HEREBY RELEASES, WAIVES, DISCHARGES AND COVENANTS NOT TO SUETHE MTFCA, ITS CHAPTERS, REGIONS OR SPECIAL INTEREST GROUPS, THEIR EMPLOYEES,OFFICERS AND AGENTS (“Releasees”) from all liability to the undersigned, his or her or theirpersonal representatives, assigns heirs, family members, and next of kin (“Releasors”) for anynegligent act or omission or other fault of the Releases or otherwise while the undersigned isparticipating in the Event or using any of Releases’ facilities in connection with the Event.

2. THE RELEASORS HEREBY AGREE TO INDEMNIFY AND HOLD HARMLESS the Releasees from allliability, claims, demands, causes of action, charges, expenses, and attorney fees all other costresulting from involvement in the Event whether caused by any negligent act or omission or otherfault of the Releasees or otherwise.

3. THE RELEASORS HEREBY ASSUME FULL RESPONSIBILITY FOR AND RISK OF PERSONAL ORBODILY INJURY, DEATH OR PROPERTY DAMAGE I while upon Releasee property or participating inthe Event or using any Releasees’ facilities and/or equipment whether caused by any negligent actor omission or other fault of Releasees or otherwise. The Releasors expressly agree that theforegoing releases and waiver, indemnity agreement and assumption of risk are indeed to be andshall be interpreted and applied as broad and inclusive as permitted by applicable law.

I ACKNOWLEDGE THAT I HAVE READ THE FOREGOING, THAT I AM VOLUNTARILY ENTERING INTO THIS AGREEMENT AND THAT I AM AWARE OF THE LEGAL CONSEQUENCES OF THIS AGREEMENT,including that it prevents me, my personal representative, assigns, heirs, family members and next of kin from suing the Releasees if I am injured or damaged for any reason as a result of participation in the event. I represent that I have adequate insurance to cover any injury or damage I may suffer or cause while participating in this Event, or else I agree to bear the cost of such injury or damage myself. I further represent that I have no medical or physical condition which could interfere with my safety in this Event, or else I am willing to assume — and bear the costs of — all risks that may be created, directly or indirectly, by any such condition. IF THE PARTICIPANT IS A MINOR (UNDER THE AGE OF 18 OR PER STATE LAW), HIS OR HER CUSTODIAL PARENT OR LEGAL GUARDIAN MUST READ AND EXECUTE THIS AGREEMENT WHERE INDICATED BELOW. I hereby warrant and represent that I am the legal guardian or custodial parent of the minor named below, who is a minor, and agree, on my own and said minors behalf to the terms and conditions of the forgoing agreement. I understand that I may talk to my legal advisor about this agreement and I have either done so, or chosen not to. I understand that I have the right and have been given the opportunity to object to and bargain about the provisions of this agreement. I am voluntarily signing this agreement and intend it to be the unconditional release of all liability to the greatest extent allowed by applicable law.

BEFORE SIGNING, I HAVE CAREFULLY READ THIS ENTIRE AGREEMENT AND AGREE TO BE BOUNDBY ITS TERMS: If any accident, injury, death or damage to personal property occurs, I (by signing this agreement) will be giving up certain legal rights. If any part of this agreement is held invalid, the rest of the provisions shall remain in effect. If you do not understand anything in this agreement, you should not sign it and you should instead consult your legal advisor.

NOTE: Form to be signed and dated at the Registration Desk at check in. Signature Print Name DateAddress City/State Zip

PARENT OR GUARDIAN ADDITIONAL AGREEMENT (Must be completed for participants under the age of 18 or per State Law)

In consideration of (Print Minor’s Name(s) being permitted to participate in this Event, I further agree to indemnify and hold harmless Releasees from any claims alleging negligence which are brought by or on behalf of minor(s) or are in any way connected with such participate by minor(s).

Parent or Guardian Print Name Date

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There are a number of Awards and/or Trophies that are presented at the Annual Meetings Meeting, and during MTFCA Tours. Due to the nature of these awards, they are ordered by different Officers, as follows:

PAST PRESIDENTS’ AWARD Traditionally this has been a plaque with a gavel and a brass plate with the outgoing President’s name and date(s) of office. The Business Office is responsible for obtaining the Award.

ROSENTHAL AWARD This award is presented to a member of the Model T Ford Club of America who has performed in some outstanding manner for the betterment of their Chapter, the MTFCA, fellow enthusiasts and for the hobby as a whole. The selection is based on letters of nomination from the general membership. Any Club member may nominate a person by writing a letter to the Walter Rosenthal Award Committee outlining their candidate’s qualifications. A nominating letter should be addressed to the Committee and mailed to the MTFCA address. No other material should be enclosed as the letter will not be opened until the Committee meets. NOTE: Also see Walter Rosenthal Committee The purpose of the Newsletter Award is noted under the job description of the Newsletter Award Chairperson. The awards are responsibility of the Newsletter Award Chairperson and is generally in the form of one (1) to three (3) plaques.

BEN YUMORI DRIVING AWARD The Ben Yumori Award is given in memory of the late Ben Yumori, who believed that driving a Model T and sharing it with others was the best way to promote the car’s history and promote the hobby. To submit a nomination, send to Ben Yumori Award, c/o Eric Sayer and Jennifer Hubenthal, 1716 Sunbeam Lake Drive, #702, El Centro, CA 92243. For questions call: 1-805-628-6310.

NEWSLETTER AWARD The purpose of the Newsletter Award is noted under the job description of the Newsletter Award Chairperson. The awards are the responsibility of the Newsletter Award Chairman and is generally in the form of one (1) to three (3) plaques.

WEB SITE AWARD The purpose of the Web Site Award is noted under the job description of the Web Site Award Chairperson. The awards are the responsibility of the Web Site Chairperson and generally in the form of one (1) to three (3) plaques.

SPONSORING CHAPTER AWARD This award is somewhat of a “Thank You” gift to the Chapter, person(s) or other group which sponsors a MTFCA Tour or Meeting. It has traditionally been in the form of an engraved plate/dish or mounted plaque. The actual format of the Award can vary with the type of event and is up to the discretion of the person involved. In general, it is the responsibility of the Tour/Event Coordinator to see that this Award

SPECIAL AWARDS From time to time certain persons or groups deserve special recognition. The selection of the recipient(s) can be made by any member of the Board, or by any Officer. After the approval by the Board of Directors a suitable award can be ordered.

OTHER AWARDS Trophies and other awards for such things as Hard Luck, Longest Distance Traveled, Oldest Car, etc., are generally the responsibility of the sponsoring group on a tour. The MTFCA traditionally does not present such awards.

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AWARDS


Walter Rosenthal Award Committee

RESPONSIBILITY This award is to be presented to a member of the

Club who has performed in some outstanding manner for the betterment of his Chapter, the MTFCA Club, fellow enthusiasts and for the hobby as a whole. This selection is based on letters of nomination from the general membership.

SPECIFIC DUTIES 1. The trophy is presented at the final night Banquet

at the Annual Meeting of the Members.2. Any Club member may nominate a person by

writing a letter to the Walter Rosenthal AwardCommittee outlining his candidate's qualifications.A nominating letter should be addressed to theCommittee and mailed to the MTFCA address. Noother material can be enclosed since the letterwill not be opened until the Committee meets.

3. The Committee, at this time, is chaired by AnnBothwell. She shall select the other members ofthe Committee as she may deem necessary.

4. The previous winner of the award must becontacted and asked to ship the trophy back to theClub headquarters in time to have the newrecipient's name added to the plaque. If thisprevious winner will attend the Annual Meeting,and is willing to have the plaque engraved, he maydo so, bringing the trophy to that meeting.

5. The previous recipient will receive a plaque thathe/she may keep after he/she returns the trophy.

6. The current recipient will be allowed to keep therotating Trophy following the Annual Meeting,until requested to return it for the followingyear's recipient.

7. Suitable certificates shall be awarded to theother nominees for the trophy. These can bepresented at the Annual Meeting, or mailed if heor she is not present at the meeting.

8. The responsibility for engraving, preparingcertificates, and mailing may be assigned to anywilling member. The duties of the NominatingCommittee are for the selection of the winner only.

IMPORTANT DATES Nominations to Headquarters by December 1st.

The selection committee should meet during the early part of January to allow for new engraving, shipping, etc. All must be completed in time for the Annual Meeting.

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Walter Rosenthal was the first president of the Model T Ford Club of America. He was not one of the six original founding members but was asked to head the new organization because he was universally respected by a great many people, and the founders felt that his reputation would add greatly to the prestige of the newly- formed club. Walt was one of the original members of a local Model T club, the Model T Ford Club of Southern California, perhaps one of the most successful of such clubs, with about 425 members at the time. The founders of the MTFCA were also members of this local club. Walt had also been a member of the Horseless Carriage Club of America, as well as a number of other similar groups. Walt worked as a machinist for the Foremost Dairy Corporation, located in the Los Angeles area. As a machinist, his expertise enabled him to assist many people in the hobby in the maintenance and repairs of their cars. What made Walt unique among those in the hobby were his vast knowledge and his willingness to share that knowledge with others. Having been in the hobby for many years, he had acquired a fair stockpile of parts and was always willing to share these parts with others. He seldom asked for money from those who needed some item; he would usually say something like, “It’s yours to keep as long as you need it. When someone else needs something you have, just share as I have with you.” (Woe be it to the guy who later sold Walt’s gift at a profit!) Walt was killed in a tragic accident in his 1925 Model T runabout on March 16, 1969. He was descending a hill when his auxiliary transmission went into neutral, leaving him with no brakes. Rounding a corner at the bottom of the hill, the car overturned. Ironically, Walt was going to install a set of outside brakes on the car that afternoon! He and his wife, Edith, had celebrated their fortieth wedding anniversary just a week earlier; many of his friends had given them a present of money for a proposed “second honeymoon” trip.

Walt had a very close friend, Lindley Bothwell. Lindley and his wife, Ann, were active members of the Horseless Carriage club (and others) and had a large collection of antique cars. In Walt’s honor, the Bothwells donated a trophy to the MTFCA, henceforth called the Walter Rosenthal Trophy. This trophy was to be given to that person, each year, who best followed Walt’s example in promoting the hobby and assisting fellow enthusiasts. Fittingly, the first awardee was another close friend of Walt’s, Don Dupree.

My Personal Relations with Walt Rosenthal Don Dupree and I had been friends since our high school days. Don had a 1916 Ford Touring and one day he took me for a ride in it. Impressed, I said something like, “I’d sure like to have one of these.” At the time, I knew absolutely nothing about a Model T other than it was an old car. Sometime later, Don called and said he had found just the car for me, a 1927 Roadster. It had been restored and could be had for a good price. The only problem was that it had no engine. But fear not, h e and Walt had an engine, which he would donate to me if I were interested. With some (I should say a lot) of trepidation I bought the car. The engine was in a heap of parts in Don’s back yard, and it needed a complete overhaul before it could be used. I spent the next several weeks, after work, disassembling, cleaning, and overhauling the engine. I can remember asking Don to not leave me I knew nothing about the assembly and installation of a Model T engine, although I had a good bit of skill on modern cars. Early on in this rebuilding process, one Saturday, I went to Don’s house and he introduced me to Walt, who was reading a paper at Don’s breakfast-nook table. “Walt, this is Bruce McCalley. I gave him our ’27 engine!” Walt looked up from his paper and said, “You what?!!” “I gave him the engine.” After a few pleasantries, Don and I went

WALTER ROSENTHAL A Brief Biography

By: Bruce McCalley

28


outside and I asked, “Are you sure this is all right?” He assured me that it was and that when I got to know Walt, I would understand. We got the engine installed, and as I drove home in the T I thought to myself, “What have I done? Do I really need this?” All those strange noises, typical of the Model T, were sounds of impending disaster to me. One evening I asked Walt to listen to the knock in my motor. Walt listened and then said, “Sonny, that knock is not in your motor!” “I know Walt, but what about the knock in my engine?” “You’re catching on!” Walt answered. Sometime later, Walt had machined some stainless steel exhaust pack nuts for the Model T. At that time, new exhaust nuts were not easy to find, and when they were found, they didn’t seem to last very long. I asked if he would sell one of these stainless nuts to me. He would not sell one, but he would give me one if I needed it. I still have that nut on my car today! As noted, Walt and Edith celebrated their fortieth anniversary a week before he died. They held a reception at a nearby city park on this Saturday afternoon, with many of their friends attending. At the end of the day most of us went up to them and extended our personal wishes for their future and to bid good-bye. Walt said, “Drop by the house and we’ll continue the party.” Many did just that. However, there were a few who left the park without saying good-bye, and consequently were not aware of the invitation to the house. During the following week some of those who had not said good-bye heard of the house party, and expressed disappointment in not being asked. Upon hearing of this, Walt and Edith called those people and invited them to a continuation of the party the following Saturday evening. Typical Walt; most of us would have said something like “tough!” Walt died the next day. One day on a tour, Walt came out of a restaurant and found people sitting in his 1912 Touring, blowing the horn and pulling the levers. He walked up and asked, “Is this your car?” “Oh, which one is yours?” The man pointed to a Cadillac nearby. Walt walked over to the Cadillac, opened the door, and began blowing the horn, running

the windows up and down, etc. The owner came running and asked, “What do you think you are doing?!” “Well, you were sitting in my cars, so I thought this is the way we do things around here!”

When Walt was installing the auxiliary transmission in his ’25, I asked “What kind of transmission is this Walt?” “It’s an auxiliary transmission “Sonny.” He often called me “Sonny”. Eventually I learned it was a Wood-ward transmission, but no until Walt had has his fun!

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PRINCIPLES OF PARLIAMENTARY PROCEDURE

1. One issue at a time can be debated and voted on. Ifan issue is not voted on, it must be disposed of insome way before members can consider anotherissue.

2. The decision of the majority rules. A simplemajority consists of more than one-half (1/2) of thepeople voting on an issue.

3. Minority rights are protected in part by allowingthose in the minority to present their views and tochange the minds of those in the majority.

4. Every member has the right to speak or remainsilent, to vote or not to vote.

5. Open discussion on every issue is protected so thatmembers can vote in an informed way on everyissue. A two-thirds (2/3) vote is needed to limitdebate or to end it completely.

6. Discussion of the motion begins; members mayagree, disagree, explain, or attempt to change themotion.

7. When the chairperson feels that the motion has beenthoroughly discussed, he or she asks the members ifthey are ready to vote.

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MAKING MOTIONS The privileged, subsidiary, and main motions are listed in order of precedence. This is a ranking system defining the order in which items must be voted.

1. When a motion is pending, only motions above it in the order of precedence may be made.

2. When motions have already been made, they must be debated and acted upon in the opposite orderfrom that in which they were made. (The motion made most recently is acted upon first.)

Can Requires Debatable? Amendable? Vote Interrupt? Second Required?

Privileged Motions 1. Adjourn No Yes No No Majority 2. Recess No Yes Yes Yes Majority 3. Question of privilege Yes No No No None

Subsidiary Motions

4. Postpone temporarily No Yes No No Majority5. Vote immediately No Yes No No Two/Thirds 6. Limit debate No Yes Yes Yes Two/Thirds 7. Postpone definitely No Yes Yes Yes Majority 8. Refer to committee No Yes Yes Yes Majority 9. Amend No Yes Yes Yes Majority

10. Postpone indefinitely No Yes Yes No Majority

Main Motions 11. The main motion No Yes Yes Yes Majority

Incidental Motions Appeal Yes Yes Yes No Majority Suspend rules No Yes No No Two/Thirds Object of consideration Yes Yes No No Two/Thirds Point of order Yes No No No None

Parliamentary inquiry Yes No No No None Withdraw a motion Yes No No No None

Division of question No No No No None Division of assembly Yes No No No None

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PARLIAMENTARY PROCEDURE FOR SMALL CLUBS

STEPS FOR CONDUCTING A MEETING 1. Call to Order/Welcome.2. Opening ceremony, if used.3. Introduction of new members and guests.4. Program, if by an outside source, that need not stay for the full meeting. Also, see

Number 11.5. Reading and approval of minutes from last meeting(s).

*Note: Subject to Club Bylaws and/or State requirements, if copies of the minuteshave been published for all members to read the Chair can state “The minutes havebeen published (tell how). Are there any additions or corrections? (Pause) If noneoffered, or if there are any changes, the Chair states: “The minutes are approved as(published) (changed).” Does not need a motion or vote.

6. Treasurer’s Report.*Note: Subject to the Club Bylaws and/or State requirements, generally theTreasurer’s report need only be voted on/approved at the end of an annual fiscalyear after a final audit. Monthly reports need not be voted on and the Chair cansay, “If there are no questions the Treasurer’s Report will be filed for audit.”

7. Reading of reports from officers.8. Reading of reports of committees.9. Consideration of unfinished (old) business.

10. Consideration of new business.11. Program, if not at beginning.12. Closing announcements.13. Adjournment.

*Note: Depending on local custom the Chair can ask for a motion to adjourn or amember can make the motion any time. To save time the Chair can just state: “Ifthere is no further business (pause) the meeting is adjourned.” No vote required.*Notes updating according to Robert’s Rules Of Order, Newly Revised 10th Edition.

STEPS FOR CARRING OUT A MOTION 1. A member asks to be recognized by the chairperson and introduces the motion by

saying, “I move .” 2. Some other member must second the motion, that is, agree to its introduction for

discussion. 3. The chairperson restates the motion so that all members will clearly know what has

been proposed for discussion. 4. The chairperson asks the members to vote.5. The chairperson announces the result of the vote by saving, “The motion carried” if

the majority favored the motion or “The motion is lost” if the majority was againstthe motion.

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MTFCA MODEL T SAFETY INSPECTION FORM

As a participant on the ______________________ Tour, hosted by the __________________ Chapter of the

Model T Ford Club of America, you are required to inspect your car prior to being admitted to the tour.

Please check each of the following with a “√” for yes, “N” for no, or “NA” for not applicable. Please bring

this form to the tour and sign and date it at the start of the tour.

Steering

Steering wheel has minimal (less than 2”)

to no play ____

Acceptable wear and minimal to no play in:

Radius rod (wish bone) to crankcase ____

Ball arm(pitman arm) to steering gear

connecting rod (drag link) _____

Steering gear connecting rod(tie rod)

to yoke ball _____

Spindle bolts (kingpins) _____

Spindle connecting rod bolts _____

Cotter key (or lock washers, if holes not drilled)

installed in the following:

Radius rod (wish bone) to

front axle (2 required) _____

Steering gear bracket to frame(3 required) _____

Ball arm (pitman arm to

steering post (1 required) _____


to yoke ball (2 required) _____


To steering gear ball (2 required) _____

Spindle connecting rod to

spindles [2 (1 per spindle)] _____

Spindle bolts (kingpins)[2(1/spindle)] _____

Spindle arms [2(1/spindle)] _____

Front spring hangers (shackles)

[4 (2 per side)] _____

Front spring to frame [2 or 4 required,

depending on year] _____

Yoke ball (1 required) _____

Safety-wire crankcase studs holding

radius rod ball cap _____

Grease in steering gear case and steering gear

bracket (also check gear post and

pinion gears for wear) _____

Check for play in steering gear

case to steering column (check

rivets/taper pins) _____

Lock screw installed in quadrant _____

Brakes

Brake pedal (and, reverse pedal) bottom

out before reaching floorboards _____

Both rear wheels lock-up

under hard braking _____

Note: Auxiliary brakes are highly recommended for

stock cars and should be installed if car has an

auxiliary transmission

Emergency Brakes Hand brake sets securely before limit

Of its travel (check pawl and spring) and

both rear wheels lock. _____

Note: The hand brake must be able to hold the car

with the engine running and should be able to hold

the car on a moderate slope.

Cotter keys (or lock washers, if holes not drilled)

Installed on:

Control shaft assy to frame (4 required) _____

Brake shoe bolt [2 (1 per side)] _____

Brake rods [4 (1 per end)] _____

Engine/Power Train Oil leaks – within acceptable limits _____

Gasoline leaks-none, when parked

(in-line shutoff valve recommended) _____

Cotter pins installed on:

Carburetor rod [2 (1 per end)] _____

Choke/carburetor adjustment rod

[1 at carburetor] _____

Commutator rod[2 (1 per end)] _____

Crankcase arm to frame[4(2 per side)] _____ Low speed connector [2 (1 per end)] _____ Universal ball cap [2 (top bolts)] – bottom

two cap screws safety-wired together) _____

Fan bolt (on earlier cars) _____

Attachment 1 (Page 1 of 2)

THE MODEL T FORD CLUB OF AMERICAOPERATIONS MANUAL / JANUARY 2017

Wheels Spokes (and felloes on earlier cars)

are tight _____

Front wheel bearings-no play,

good condition and greased _____

All wheels tight and axle/spindle

nuts cotter-keyed _____

Lug nuts tight on demountable rims _____

Checked tires for wear, weather

Cracks, rim cuts, etc. _____

Rear Axle Rear wheel nuts tight and secured with

Cotter pins (use long wrench) _____

Cotter keys (or lock washers,

if holes not drilled) installed:

Rear spring to frame [4 required] _____

Rear spring hangers (shackles)

[4 (2 per side)] _____

Rear spring perches to wheel flanges(backing

plates) [2 (1 per side)] _____

No oil leaks at outer seals _____

Check differential gearcase oil level _____

Other Lights functional _____

Brake light (may not be original equipment,

but recommended) _____

Safety glass (strongly recommended) _____

Rear view mirrors(s) _____

Fire extinguisher _____

First Aid kit _____

Registration and Insurance Papers _____

Vehicle Data Year __________ Body Style ____________ Identification # _____________ License Plate # __________

Insurance Information Company __________________________ Date of Expiration ____________ Policy # _______________

Waiver/Certification In consideration of my being permitted to enter my vehicle on the subject tour and all of the related activities

sponsored by the host chapter and the Model T Ford Club of America, I hereby hold harmless the subject tour

host chapter officers, directors and members, and the Model T Ford Club of America officers, directors and

members from any liability of any kind whatsoever as a result of any personal injury or property damage

sustained by the undersigned. I further certify that:

I inspected my vehicle as noted herein and believe it to be roadworthy.

I understand the inspection items/listings contained on this form are compiled from sources believed to be

reliable but are not completely inclusive of all areas and items that should be checked or that could cause

safety concerns. No warranty, guarantee or representation is made by the host club or the Model T Ford

Club of America as to the absolute correctness or sufficiency of any representation contained in this

listing and the host club and the Model T Ford Club of America assumes no responsibility in connection

therewith, nor can it be assumed that all acceptable safety measures are contained in this listing or that

inspection of other areas of the vehicle or additional accessories may be required under particular or

exceptional condition or circumstances for safe operation.

The vehicle is properly titled and registered, as required by the state of my residence.

I certify that I have insurance coverage on the entered vehicle that covers my liability and physical

damage as required in my state of residence.

I further certify that I am physically fit and able to safely operate the Model T Ford.

NOTE: Do Not Sign or Date this Form until turning in at Registration Desk.

OWNER/ENTRANT ________________________________________ DATE: _______________

Received by: _______________________________________________ DATE: _______________

012017 Attachment 1 (Page 2 of 2)

THE MODEL T FORD CLUB OF AMERICAOPERATIONS MANUAL / JANUARY 2017

RELEASE, INDEMNIFICATION AND HOLD HARMLESS AGREEMENT Event Date(s) Host

EVENT OF MODEL T FOR CLUB OF AMERICA (“MTFCA”), ITS CHAPTERS, REGIONS AND/OR SPECIAL INTEREST GROUP REFERRED TO BELOW (“EVENT”), THE UNDERSIGNED AGREE(S) TO THE FOLLOWING: 1. THE UNDERSIGNED HEREBY RELEASES, WAIVES, DISCHARGES AND COVENANTS NOT TO SUE

THE MTFCA, ITS CHAPTERS, REGIONS OR SPECIAL INTEREST GROUPS, THEIR EMPLOYEES,OFFICERS AND AGENTS (“Releasees”) from all liability to the undersigned, his or her or theirpersonal representatives, assigns heirs, family members, and next of kin (“Releasors”) for anynegligent act or omission or other fault of the Releases or otherwise while the undersigned isparticipating in the Event or using any of Releases’ facilities in connection with the Event.

2. THE RELEASORS HEREBY AGREE TO INDEMNIFY AND HOLD HARMLESS the Releasees from allliability, claims, demands, causes of action, charges, expenses, and attorney fees all other costresulting from involvement in the Event whether caused by any negligent act or omission orother fault of the Releasees or otherwise.

3. THE RELEASORS HEREBY ASSUME FULL RESPONSIBILITY FOR AND RISK OF PERSONAL ORBODILY INJURY, DEATH OR PROPERTY DAMAGE I while upon Releasee property or participatingin the Event or using any Releasees’ facilities and/or equipment whether caused by any negligentact or omission or other fault of Releasees or otherwise. The Releasors expressly agree that theforegoing releases and waiver, indemnity agreement and assumption of risk are indeed to be andshall be interpreted and applied as broad and inclusive as permitted by applicable law.

I ACKNOWLEDGE THAT I HAVE READ THE FOREGOING, THAT I AM VOLUNTARILY ENTERING INTO THIS AGREEMENT AND THAT I AM AWARE OF THE LEGAL CONSEQUENCES OF THIS AGREEMENT,including that it prevents me, my personal representative, assigns, heirs, family members and next of kin from suing the Releasees if I am injured or damaged for any reason as a result of participation in the event. I represent that I have adequate insurance to cover any injury or damage I may suffer or cause while participating in this Event, or else I agree to bear the cost of such injury or damage myself. I further represent that I have no medical or physical condition which could interfere with my safety in this Event, or else I am willing to assume — and bear the costs of — all risks that may be created, directly or indirectly, by any such condition. IF THE PARTICIPANT IS A MINOR (UNDER THE AGE OF 18 OR PER STATE LAW), HIS OR HER CUSTODIAL PARENT OR LEGAL GUARDIAN MUST READ AND EXECUTE THIS AGREEMENT WHERE INDICATED BELOW. I hereby warrant and represent that I am the legal guardian or custodial parent of the minor named below, who is a minor, and agree, on my own and said minors behalf to the terms and conditions of the forgoing agreement. I understand that I may talk to my legal advisor about this agreement and I have either done so, or chosen not to. I understand that I have the right and have been given the opportunity to object to and bargain about the provisions of this agreement. I am voluntarily signing this agreement and intend it to be the unconditional release of all liability to the greatest extent allowed by applicable law. BEFORE SIGNING, I HAVE CAREFULLY READ THIS ENTIRE AGREEMENT AND AGREE TO BE BOUNDBY ITS TERMS: If any accident, injury, death or damage to personal property occurs, I (by signing this agreement) will be giving up certain legal rights. If any part of this agreement is held invalid, the rest of the provisions shall remain in effect. If you do not understand anything in this agreement, you should not sign it and you should instead consult your legal advisor.

NOTE: Form to be signed and dated at the Registration Desk at check in. Signature Print Name DateAddress City/State Zip PARENT OR GUARDIAN ADDITIONAL AGREEMENT (Must be completed for participants under the age of 18 or per State Law)

In consideration of (Print Minor’s Name(s) being permitted to participate in this Event, I further agree to indemnify and hold harmless Releasees from any claims alleging negligence which are brought by or on behalf of minor(s) or are in any way connected with such participate by minor(s).

Parent or Guardian Print Name Date Attachment 2


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